More companies move to digital document management. This reduces the risks of data loss or misuse for paper documents. However, there are still risks to your digital data. In today’s blog, let’s take a look at six key concepts you should consider to ensure that business information remains secure.
The first thing to consider about your document security program is simple implementation and administration. You should have a plan that is regularly operated by current staff and easily shared with new staff. This is important to the success of your new security initiative.
The second idea to think about when designing a new document management program is how it is organized. Create simple groups and roles for permission to files. Only a small group of employees should be given total access to all company files. No exceptions means no breaches.
The third concept to consider in creating a document management program is to allow for rules on mobile access. Most digital systems are viewed on any phone, tablet, or computer with internet access. Therefore, by considering mobile use, you better control how information is used on those devices. Look for ways to prevent document downloads, exports, or other ways of sharing these files.
The fourth idea to keep in mind when designing your digital document management program is initial restricted access. It’s easy to give wide access. However, it’s more difficult to police usage that way. Therefore, consider who needs the information versus who would like to have it.
The fifth concept to remember when establishing a document control system is that you should expect it to change over time. Frequently reviewing how things are working is a key concept to keep in mind. Technology shifts and so must your document protocols.
The final idea to keep in mind is a relatively simple one. As you make the shift in your digital document policy, find a partner who successfully makes the changes you require. Additionally, your unique business needs must be taken into account. However, not all companies are created equal. When you’re ready to improve your information security, think about MaxxVault. Partner with us and we’ll design a custom strategy to keep your digital documents safe and secure–guaranteed. Interested? Contact MaxxVault today!